Business Operations Coordinator

Business Operations Coordinator

This position serves as a liaison and subject matter expert on behalf of the unit and is the primary position for processing financial transactions for the Odum School of Ecology, including accounts payable, procurement, and foundation fund payments. This position will provide front-line support for the School constituents, and work closely with the Business Team and University Offices to ensure timely and efficient processing and resolve issues, under the direction of the Administrative Financial Director.

Knowledge of purchasing, accounts payable, UGA Financial Management System. and/or the UGA Foundation.

Duties/Responsibilities:

• Accounts Payable – Payment Requests: Serve as the first point of contact for employees and UGA Accounts Payable liaison for all transactions at the Odum School. Collect documentation and information needed to submit payment requests. Submit and monitor the payment status of all payment requests and communicate payment statuses to original requestors/end users. Work to resolve any revisions or budget errors that arise from transactions in the approval workflow. Assist with ensuring documentation is sufficient, including non-employee compensation file, business entertainment form, distribution form and attached as required to all applicable transactions. Send information for new supplier creation and technical support on setup issues. Assist planning committees for programs and events with payments processing. Ensure that all applicable payment policies and procedures are followed, and that transactions are processed in a timely manner. Advise any ongoing issues, workload adjustments needed, and solutions with team members to ensure timely payments.
• Accounts Payable – Expense Reports: Serve as the first point of contact for employees and UGA Accounts Payable liaison for all transactions at the Odum School. Review and approve travel authorizations and expense reports on behalf of the Odum School of Ecology. Ensure state travel policy is followed with all reimbursements and clear, sufficient documentation is attached for all transactions. Work to resolve any revisions or budget errors that arise from transactions in the approval workflow. Advise any ongoing issues, workload adjustments needed, and solutions with team members to ensure timely payments.
• Procurement: Serve as the first point of contact for employees and UGA Procurement liaison for all purchases at the Odum School. Create and/or review assigned carts in UGAMart; add/verify financial/chartstring information to carts; submit carts for approval and monitor the status of all orders submitted. For non-catalog orders, when items are received, ensure receipt is added and Procurement is notified of payment. Work to resolve any revisions or budget errors that arise from transactions in the approval workflow. Review purchasing needs and make informed recommendations to end-users regarding appropriate purchasing methods. Manage the procurement reporting for the unit and follow up on outstanding purchase orders to aid in successful receipt and closing of order.
• Foundation Fund Payment Processing: Serve as an initiator of foundation system supplier invoice requests and expense reports. Request or add suppliers as needed with appropriate W9 or other identifying materials. Work to resolve any revisions or budget errors that arise from transactions in the approval workflow. Advise any ongoing issues, workload adjustments needed, and solutions with team members to ensure timely payments.
• Other/Professional Development: Stay informed of changes in UGA/USG policies and procedures and provide guidance to employees. Attend various meetings such as Team, Staff, School, and University as an Ecology Business Team representative. Attend USG/UGA Learning and Development courses and various webinars, trainings and conferences as needed for skill and professional development. Regularly attend OneSource Status Calls, webinars, and trainings. Serve as the BSAG Reporting Liaison for the unit. Contribute to training sessions for faculty and staff and host trainings on an as-needed basis throughout the year. Collaborate and contribute to the business team for process, procedure, and protocol improvements and changes. Coordinate with individuals within the School providing customer service and with the necessary central office(s) to resolve any issues. Crosstrain with other members of the Ecology Business Team and serve as backup where needed and when applicable. For business continuity, maintain and regularly update position handbook to ensure information is current and consistent with applicable policies and procedures. Other duties as assigned, including, but not limited to, research for special issues and assisting with special projects as directed by the Administrative Financial Director.